Briefing Report

Introduction
The report, rather a business plan elucidates the business performance of King Edward VIICollege and
the financial forecasts based on the existing performance and the relevant information that has been
provided by the respective departments. The report also consists of the outcomes that have been derived
from the survey of the consumers and the staff of the college. Further, the reports consist of the major
issues that could hinder the operations of the company, the information relating to VET and the analysis
of the trends which can cause issues.Lastly, there will be a decision process, a compliance, elucidation of
the data storage options,the analysis of the sensitivity of the data options, validity of the data and the
process of risk management.

Business performance
The college was successful to earn higher revenues every year, however, a major increase was seen in the
total cost of sales that was incurred by the company. There was a drastic increase in the costs when the
company moved from the second year to the third year. An in-depth analysis of the income statement
revealed that the company had incurred higher costs for the salaries of the employees (staff and teachers)
which also increased the superannuation costs of the institution, leading to a subsequent increase in the
cost of sales significantly.

Financial forecast
The sales are expected to rise at 10% for years 2019 and 2020. For the year 2020, it has been assumed that
the expenses will be doubled and there will be an increase of 10% to the previous year due to the
expansion. All the other assumptions will be the same as given.

Forecast for 2019

Using trend analysis based on previous profit and loss amounts, data provided by Administration and
Marketing, the forecasted sales and expenses and profit or loss for the upcoming two years are as follows.

Net sales $2,640,000

Total expenses $1,437,590
Profit or loss ​ $1,202,410 profit

Forecast for 2020

Net sales $5,088,000
Total expenses $2,300,150
Profit or loss ​ $2,787,850 profit
 
Staff feedback
The survey of the staff revealed that most of the personnel mostly like the organization due to the
colleagues they work with and the people for whom they work. Most of the staff complained about the
performance review system and flaws in the training. The lack of communication as well as disorganized
processes and the managerial decisions were also concerning for the staff members. The staff feel that the
institution should define goals for the staff and link them torewards. Most of the employees felt that the
major driver for them was their connection to the vision of the company. However, the majority of the
members felt that the roles they were given were not enough to identify the potential and thus, the
management should improve teamwork by implementing an effective performance management system.

Student Feedback
The feedback from the students showed that the majority around 75% of the students rated the college
either good or excellent. The students told that the facilities and the faculty of the college was great and
most importantly was at par with the fees that was paid by the students.The campus of the college was
also at a convenient location and the administrative staff were also well behaved and helpful. The students
also found the virtual classes and the work stations very useful and thus there were times when they could
be connected to the online chats and solve the doubts. The only negative aspects that the students
mentioned was related to the teachers where the students complained that there were not enough teaching
staff. Moreover,though the teachers were supportive while in class, they showed reluctance in interacting
when needed.

Business problems and issues

The college has only been focussing on the management courses. The turnover of the staff is also quite
high and the staff lack diversity. There are regular changes in the regulations that have a negative impact
on the students. The education industry is a highly competitive one and price is considered to be a main
source of competitive advantage and thus, the colleges that have lower fees have higher chances to
succeed. There are often chances when the colleges fail to satisfy the demands of the students and
moreover, the malpractices often create a negative image of the college.

VET Information
Formal Communications:
- Commercial and Legal Notices from the top management to the lower management.
- Publications and Reports in a top down approach in the hierarchy.

Information Communication:
- Talking to colleagues, usually done with the ones who are of similar designations.
- Chatting over social media.

Trends analysis
The major trend related to the financial aspect is the increase in the expenses as well as the sales revenue
of the company due to the expansion. The expansion will also lead to an increase in the operational costs.

Decision process
There are certain steps that need to be undertaken before expansion. Firstly, the feasibility of the study
should be done which should include selection of a target market. It is to be followed by the analysis of
the market. Once the market is analysed, the drivers and the critical success factors should be identified.
The next step would be to choose the target customer segment and to establish the resources, by making
the investment.
Compliance
In order to comply with the goals and objectives, the actions should be taken in such a way that the
institution is able to become a leader in the training and vocational educational industry.Secondly, the
actions should take into account the development of the people so that there is an integrity as well as an
equality in all the workforce. The actions should be ethical so that the company is not only profitable, but
is also accountable to the concerned stakeholders.

Data storage and access options

- Cloud storage: Google drive is the most common example.
- Master Data Storage: Useful for managing critical data of organizations.

Sensitivity analysis
These data storage options are immensely dependent on internet connectivity and if they don't work,
Database sharing is the only option left.

Validity and reliability of source data

The data is authentic as per the exception reports that were attached to the income statements.

Risk Management
Risks:
- Underdeveloped Operational Infrastructure
- Competitive Risks.
- Legal Risks.
- Financial and Business Risks.
- Decline in the quality of offerings.

Mitigating Activities:
- Focus on Core Competencies so that the competitive risks are mitigated.
- Differentiate the offerings so that the quality of offerings is not hampered.
- Establish a compliance framework so that the legal risks can be mitigated.

References
Ott, W.R., 2018. Environmental statistics and data analysis. Abingdon: Routledge.
Siegel, A., 2016. Practical business statistics. Cambridge: Academic Press.
Laudon, K.C. and Laudon, J.P., 2016. Management information system. Delhi: PearsonEducation India.
Communication Plan

Audience Key message Delivery method Frequency and Location

duration of session
(if applicable)

Students Requirements Through memos and Weekly. Classrooms.

for studies. reports on the notice
board
Student’s Communication
timetable. through student
leaders.
Common
activities.

Staff Meeting Memos and emails. Monthly for Staff room.

schedules. meetings.

Training Annually for team

sessions. building activities.

Team building
activities.

Management Meeting Emails and phone Weekly or monthly. Board room.

schedules. calls.

Information Management Policy and Procedure

Purpose
The purpose of this document is to help individuals and departments to develop and file company
documentation consistent with King Edward VII College corporate style. This document defines the
styles which can be applied to company documentation. This policy also gives information on typography
and document filing, as well as suggestions on writing and creating documents.

Writing Style
The composition must be straight forward, friendly, and professional in accordance with the mission
statement of King Edward VII College. Documents must be catchy and use plain language.

Standard Operating Environment

King Edward VII College’s standard operating environment (SOE) is Microsoft Windows.
Documentation should be produced using Microsoft Office 2011 or higher. This will ensure portability of
files and consistency of operation.

Hyperlinks
A hyperlink is a word, phrase, or image that you can click on to jump to a new document or a new section
within the current document. Hyperlinks are found in nearly all Web pages, allowing users to click their
way from page to page. Text hyperlinks are often blue and underlined, but don't have to be.
Example : ​https://myaccount.myvodafone.com.au/

Templates
There is no single standard template for documents at King Edward VII College. Writers may use their
own formats for documents as long as the following style guide is followed. Note that all letters sent to
external parties must be signed by the owner of King Edward VII College.

Data storage system

All company data have to be stored in the company’s network file storage system. Only staff that have
access are granted to use it.

Data Security
Entire network storage usage is under monitor to grant access review if security has been breached.

Page Layout
Only A4 paper is to be used for King Edward VII College documents. The page margins must be as
follows:
• All margins (left, right, top and bottom) 2.54cm
• Header or footer 1.27cm from margin line.

Headers and footers

Headers are used for all documents of more than one page. They contain the King Edward VII College
logo, the title of the document and the title of the current section (if applicable).
Footers are used for all documents (except for letters and emails) and must contain the file name, the date
and the page number.

Appearance
The standard font for all King Edward VII College documents is Arial 10pt with 1.15 spacing.
Headings should be bolded with Heading 1 in 14pt and Heading 2 in 12pt.
PowerPoint slides may be developed using any font or size.

Filing
All documents must be filed in the appropriate folder on King Edward VII College’s computer system.
Current folders are:
1. Administration
1.1 Invoicing
1.2 Correspondence
1.3 Purchase orders

2. Marketing
2.1 Flyers
2.2 Special offers
2.3 Customer correspondence

3. Staffing
3.1 Staff files
3.2 Human resources policies and procedures
3.3 Newsletters (file by month)

4. General Policies and Procedures

4.1 Record keeping policies and procedure
4.2 Complaints handling policy and procedures

5. Registers
5.1 Equipment Register
5.2 Complaints and Feedback Register

If there is no relevant folder, staff should create a new folder. Folders must be labelled numerically as
above. If there are changes to existing folders the above list should be updated with this policy and
procedure and sent to staff.

Archiving folders
To ensure that our folders stay up to date, staff are required to regularly archive documents. Each staff
member should create a folder called Archive and then sub-folders as per the folders under filing.
Archived files should be filed under the relevant sub-folder by date.

Back up
In order to save the security of data it is indispensable that toward the finish of every day a reinforcement
is made. Despite the fact that we have an offsite reinforcement work we additionally expect staff to put a
refreshed duplicate of all records on a USB stick every day. An organizer that has the present date must
be made and all records ought to be duplicated onto the USB under that envelope.

Privacy
King Edward VII College complies with the Privacy Act 1988 and the Australian Privacy Principles.
When providing services, King Edward VII College will usually collect personal information including
the client’s name, address and contact details and information specific to the service being delivered.
Screenshot showing folder structure

Email to Management

From: andytan3093@gmail.com
To: management@kingedward.edu.au
Subject: Communication plan and information management system Dear Management Team

Dear Team,
Within this email I already attached documents which I prepared to be reviewed. The documents
are Communication Plan, Screenshot of the files and Policy and Procedure of Information Management.
Any feedback about this document is highly appreciated and please inform me if any changes are needed
on the documents. If you have any questions about this concern you can reach me through email.

Regards,
Andy
Operations Manager
Revised Communication Plan

Audience Key message Delivery method Frequency and Location

duration of session
(if applicable)

Students Requirements Through memos and Monthly. Classrooms.

for studies. reports on the notice
board
Student’s Communication
timetable. through student
leaders.
Common
activities.

Staff Meeting Memos and emails. Monthly for NA

schedules. meetings.
Teleconference.
Training Annually for team
sessions. building activities.

Team building
activities.

Management Meeting Emails and phone Weekly or monthly. Board room.

schedules. calls.

All staff To provide Email Once only. Not required.

information
on backup
system